PSF Meeting Minutes for 2013-11-15

A regular meeting of the Python Software Foundation ("PSF") Board of
Directors was held over Group Conference Call via phone and Internet
Relay Chat beginning at 18:00 CET/ 12:00 EST, on November 15 2013. Van Lindberg presided over the meeting. Ewa Jodlowska prepared the minutes.

All votes are reported in the form "Y-N-A" (in favor-Y‚opposed-N‚abstentions-A; e.g. "5-1-2" means "5 in favor, 1 opposed, and 2
abstentions").

The following members of the Board of Directors (7 of 11) were present at the meeting: Van Lindberg, Tim Peters, Marc-Andre Lemburg, Jessica McKellar, David Mertz, Brett Cannon, and Doug Napoleone. Also in attendance were Ewa Jodlowska (Secretary/Administrator) and Kurt Kaiser (Treasurer).

Attendee Registration: The current overview of registration is good. With the current early bird rate cap, we have sold over 60%. Last year this time, registration was less than 60%.

Childcare: Working with Kimberlee Care to draft up a contract for PyCon 2014.

PyCon dinner: Working on getting details from more restaurants so we have a better selection to choose from.

New Activities

Attendee Registration: Created a new set of PDF registration forms and sent to CTE to add to website.

Sponsor Reg and Housing: Prepared to launch sponsor reg and worked with CTE to keep the process going

Housing Management: Mathieu is scheduled to visit the Marriott Suites next week and will report back then. At that point we will decide whether to add them into our housing block. So far the price is right - just need to make sure facilities are OK.

AV Management: Worked on two rounds of negotiations with AV proposals with David W. At this point we are down to 3 and will make a choice in November

Future Planning: Getting details down for the Education Summit. Checked with the convention center to see if coat check could be arranged for PyCon.

Expo Hall: Working with GES to get a deal with them going for 2014 Decorator. I have more details on this - if needed let me know and I can share the comparison chart I have created on all decorator proposals.

Planned for Next Month

Sponsor Reg and Housing: Launch sponsor reg/housing (launched Nov 13)

Expo Hall: Getting the sponsor manuals out. After GES sends them out, I will want to send an email to all of the sponsors making sure they received reg info and booth info.

Budgeting: Will invoice current 2014 PyCon sponsors

Convention Center Management: work on lunch setup

Ongoing Projects

Financial Aid planning

2016/2017 RFPs: Austin convention center has bowed out of the competition. The Austin UG is working with a new hotel being built that will have enough space to accommodate PyCon

Budget: Updating PyCon 2014 budget ledger with invoices that need to be paid and new funding

I am working on updating CiviCRM with current sponsors and sponsor contact info as some are outdated

Planned for Next Month

Communicate with the sponsor members that have outstanding balances from 2012 - some have new contacts

Try to get something organized for a sponsor member workgroup

Ongoing Projects

Board Agenda / Minutes: I continue to write up the Board Agenda and keep it up to date. I continue to write up the Board Meeting minutes.

Grant and Award Notification: I continue to notify respective parties of board resolutions.

Email and Communication: I am continuing to monitor all PSF Board/Members mailing lists also making sure emails are being answered/followed up on. I am continuing to read through all of the email threads that occur on the board/members mailing lists.

Contributor Agreements: I continue to collect agreements coming through EchoSign and marking them in bug tracker.

PSF Infrastructure: sorted out sunfire racking, tuned logrotate settings on wiki VM to avoid running out of disk, picking back up on PyPI failover work

Need to follow up on a potential sprint in Mexico for a group of beginners. I spoke to the Cleveland Python Users Group and mentioned various PSF news, and there's some interested in having a sprint(s) there, so I'll follow up with them and see if they may be putting anything together.